System errors during production invoicing can result in various degrees of partial updating of invoice files, finance journals and billing analysis reports.

It is important to stop further attempts to invoice an estimate until steps have been taken to reverse any partial updates done. Therefore, if there is a system error during an attempt to create an production invoice, the system locks the estimate from further invoicing.

You can unlock the estimate for another attempt at invoicing but the following preventative and defensive procedure must be followed meticulously to avoid making things WORSE not better.

Step 1. THIS PROCEDURE MUST BE RUN IN TEST DATA FIRST.

Step 2. A REPORT MUST BE MADE STATING THE IDENTIFIED CAUSE OF THE FAILURE AND WHAT STEPS HAVE BEEN TAKEN TO AVOID IT REPEATING. THIS STEP IS *NOT* OPTIONAL

Step 3. REPEAT THE PROCEDURE IN LIVE DATABASE ONLY IF A) THERE IS NO ISSUE IN STEP 1 AND B) STEP 2 HAS BEEN COMPLETED.

1.1 Identify the half created invoice (invoice number and estimate number)

1.2 Determine if any postings have been made

1.3 If already posted: Reverse any posted finance journals

If the invoice journal has already been posted then get finance to create a corresponding journal to reverse it

1.4 If not yet posted: Delete any unposted financial entries

Delete the unposted invoice journal voucher from unposted journals

Notify finance department of the lost invoice/journal number

1.5 Delete the invoice from the database

Locate the invoice in the List of Invoices report. Your diligence is required to avoid missing it due to wrong selection of period etc.
99999 is the invoice number and X is the company code

DELETE INVOICES "999999**X"

It should say briefly "1 Record(s) Deleted". If it says "Record does not exist" then also do

DELETE INVOICES "999999"

It MUST say briefly "1 Record(s) Deleted".

Run List of Invoices again to confirm it no longer exists.

1.6 Unlock the estimate

XXXXXX is the production ESTIMATE number (NOT invoice number).

SELECT PRODUCTION.INVOICES "XXXXXXXXX"

It should say briefly "1 record(s) have been selected".

Be meticulously careful entering the number. If you enter the wrong number or mistype it etc there will be no error message, but the estimate will not be unlocked and you will still be unable to invoice it.